NACUBO Cover Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National association of College and University Business Officers (NACUBO).  You can read the full story online. Each month, Business Officer is delivered to representatives at over 2,100 higher education institutions with over 45,000 represented employees.


News — Procurement

  • January 16, 2015
    January 21, 2015 —

    All Projects Completed

  • December 15, 2014
    December 15, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    Payment Plus                                              

    • Target Implementation: Q2-FY15
      • Pilot is live, 1st reconciliation file received in KU Payables
      • Supplier Enrollment Metrics – 289 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • Procurement recruiting activity – 222 candidates (suppliers) identified
        • 202 Declines, 10 Pending , 1 New Supplier

     

    Process Changes

    • New workflow for Radioactive materials -  FMS working with EHS on next steps
    • New Uniform Guidance Requirements - changes to workflow is the next priority

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    Contracts & Catalogs

    • Contract Opportunities
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Working w/FMS to determine potential method that will work with Research Funds
    • Catalogs
      • Looking at the potential of one or more Auto Parts Catalogs
      • Looking at moving more Punchout catalogs to Level II which allows for Key Word Search functions
  • December 1, 2014
    December 1, 2014 —

    Progress made this reporting period:

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Target Implementation: Q2-FY15
      • Pilot with two (2) vendors begins November 24th
    • Supplier Enrollment Metrics – 289 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • Procurement recruiting activity – 222 candidates (suppliers) identified
        • 195 Declines, 12 Pending , 1 New Supplier

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    Contracts & Catalogs

    • Contracts
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Working w/FMS to determine potential method that will work with Research Funds
        • Looking to see if it makes sense to implement with UKANS only funds (to start with)
    • Catalogs
      • Looking at the potential of one or more Auto Parts Catalogs
      • Union (Tech Shop) Catalog for Apple Products now has Key Word Search functionality
      • Looking at moving more Punchout catalogs to Level II which allows for Key Word Search functions
  • November 17, 2014
    November 17, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    Payment Plus                                                              

    • Target Implementation: Q2-FY15
      • Pilot with two (2) vendors is targeted to begin 11/24
    • Supplier Enrollment Metrics – 289 Suppliers Enrolled
    • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
    • Procurement recruiting activity – 222 candidates (suppliers) identified
      • 182 Declines, 21 Pending , 1 New Supplier

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    Contracts & Catalogs

    • Vantage Point Logistics – 3rd Party Freight Management Company
      • Working w/FMS to determine potential method that will work with Research Funds
    • Catalogs
      • Looking at the potential of one or more Auto Parts Catalogs
  • October 31, 2014
    October 31, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    Payment Plus                                                              

    • Target Implementation: Q2-FY15
      • Pilot with two (2) vendors begins in November
    • Supplier Enrollment Metrics – 289 Suppliers Enrolled
    • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
    • Procurement recruiting activity – 222 candidates (suppliers) identified
      • 159 Declines, 18 Pending , 1 New Supplier

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Fisher Scientific – Addenda completed.  BORs are signing the LOC (Letter of Commitment)
      • This allows the BORs to maintain current volume discounts with a ½% additional savings
  • October 20, 2014
    October 20, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    Payment Plus                                                              

    • Target Implementation: Early in Q2-FY15
      • Pilot with two (2) vendors to begin in early November
    • Supplier Enrollment Metrics – 289 Suppliers Enrolled
    • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
    • Procurement recruiting activity – 222 candidates (suppliers) identified
      • 156 Declines, 12 Pending , 1 New Supplier

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Fisher Scientific – Addenda completed.  BORs working on LOC (Letter of Commitment)
    • Catalog Enablements  
      • Apple Products (via the Union Tech Shop) – LIVE October 6th
  • October 3, 2014
    October 3, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus                                                      
      • Target Implementation: Early in Q2-FY15
        • Pilot with two (2) vendors to begin in 3 weeks
      • Supplier Enrollment Metrics – 289 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • Procurement recruiting activity – 222 candidates (suppliers) identified
        • 128 Declines, 8 Pending , 1 New Supplier

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Fisher Scientific – Addenda that includes an option for the BOR is complete.
  • September 22, 2014
    September 22, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus – Target Implementation: Early in Q2-FY15
      • Supplier Enrollment Metrics – 289 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • Procurement recruiting activity – 222 candidates (suppliers) identified
      • 109 Declines, 12 Pending , 1 New Supplier

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Fisher Scientific – Addenda that includes an option for the BOR entities in route for Signatures
  • September 5, 2014
    September 5, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus
      • Target Implementation: Early in Q2 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with current enrollment)
    • KU Procurement is contacting 222 targeted suppliers- STATUS:
      • Suppliers Contacted: 112
        • Pending: 15
        • Declined: 96
        • Finalizing one (1) new supplier (~$23K Annual  Spend)

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Continue work on Fisher Scientific Addenda that includes an option for the BOR entities
    • Microsoft (Surface Pro 3) Catalog – Live 09/02/2014
  • August 25, 2014
    August 25, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus
      • Target Implementation: Q1 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with current enrollment)
    • KU Procurement is contacting 222 targeted suppliers- STATUS:
      • Suppliers Contacted: 88
        • Pending: 34
        • Declined: 54

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Continue work on Fisher Scientific Addenda that includes an option for the BOR entities
    • Business Interiors by Staples  (Furniture) – Catalog for Campus is now Live
    • Working on a Microsoft (Surface Pro 3) Catalog – Date TBD
  • August 11, 2014
    August 11, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus
      • Target Implementation: Q1 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • KU Procurement is contacting 222 suppliers and so far have i~29 additional suppliers that are now considering enrollment (39 have declined)

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Continue work on Fisher Scientific Addenda that includes an option for the BOR entities
    • Business Interiors by Staples  (Furniture) – Catalog for Campus to be live no later than 8/25/14
  • July 28, 2014
    July 28, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

     

    • Payment Plus
      • Target Implementation: Q1 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)
      • KU Procurement is contacting suppliers that previously declined (or were not on the initial contact list) and so far have ~25 additional potential participants

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Catalog Enablements  
      • Catalog In Work:
        • Business Interiors by Staples  (Furniture)
          • Final Phase – Test invoice process under review
  • July 14, 2014
    July 14, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee  
      • The team now includes FS & is working on process improvement related to procurement
    • Payment Plus
      • Target Implementation: Q1 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Fisher Scientific – Scientific Supplies
        • Working on an amendment that includes BOR contract that expires Oct-14
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Working to determine potential method that will work with Research Funds
    • Catalog Enablements  
      • Catalog In Work:
        • Business Interiors by Staples (Furniture) - Test order in process
  • June 30, 2014
    June 30, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee  
      • A FS representative has been identified.
      • Sourcing activities are being coordinated.
    • Payment Plus
      • Target Implementation: Q1 FY15
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Procurement is recruiting additional suppliers.
      • Estimated annual revenue - $389K (when fully implemented with the current enrollment)

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Fisher Scientific – Scientific Supplies
        • Working on an amendment that includes BOR Contract that expires Oct-14
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Working to determine potential method that will work with Research Funds
    • Catalog Enablements  
      • Enabled Catalog:
        • Qiagen (Scientific) Live 6/17
      • Catalog In Work:
        • Business Interiors by Staples  (Furniture)
        • Test order in work
  • June 16, 2014
    June 16, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee
      • Purchasing to lead an updated Strategic Sourcing initiative.
    • Payment Plus                                              
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
      • Target Implementation: Q1 FY15
      • Procurement is working to recruit additional suppliers – will report metrics soon

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Fisher Scientific – Scientific Supplies
        • Working on an amendment that replace the BOR based State of Kansas Contract that expires Oct-14.
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Working to determine potential method that will work with Research Funds.
    • Catalog Enablements  
      • Catalogs In Work:
        • Business Interiors by Staples (Furniture) –  Target Completion Date – 6/20
          • Working through final details & Test Orders.
        • Qiagen (Scientific) Target Completion Date – 6/13
          • Test Order in Process!
  • June 2, 2014
    June 2, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee  
      • Meeting held on 5/22 – Continue work on Interior Commodities
    • Payment Plus (No Change)                
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
        • 205 Suppliers have declined
        • 137 Suppliers are still in recruitment
      • Target Implementation: Q1 FY15
      • Procurement is contacting Key Suppliers that have declined along with additional identified targeted suppliers

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Fisher Scientific – Scientific Supplies
        • Fisher BOR Draft Received and will be presented to BOR Purchasing Group on 6/11
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Freight Savings Potential under review
    • Catalog Enablements  
      • Catalogs In Work:
        • Business Interiors by Staples  (Furniture) –  Target Completion Date – 6/13
          • Working through final details & Test Orders
        • Qiagen (Scientific) Target Completion Date – 6/13
  • May 19, 2014
    May 19, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee
      • Next meeting scheduled for 5/22.
    • Payment Plus
      • Supplier Enrollment Metrics – 288 Suppliers Enrolled
        • 205 Suppliers have declined.
        • 137 Suppliers are still in recruitment.
      • Target Implementation: TBD
      • Procurement has begun contacting Key Suppliers that have declined along with additional identified targeted suppliers.

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Freight Savings Potential under review.
      • Fisher Scientific – Scientific Supplies
        • Fisher BOR Draft under review.
    • Catalog Enablements  
      • Catalogs In Work:
        • Business Interiors by Staples  (Furniture) Target Completion Date – 5/30
        • Qiagen (Scientific) Target Completion Date – 5/30
  • May 5, 2014
    May 5, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Construction Advisory Committee  met on 4/22/2014
      • Initial Focus on Interiors Commodities
      • A Furniture RFP has been issued
    • Vendor Add/Update Sync Status remains current (with no more than a one business day backlog)
    • Payment Plus
      • Supplier Enrollment Metrics – 271 Suppliers Enrolled
        • 191 Suppliers have declined
        • 169 Suppliers are still in recruitment
      • Target Implementation: Q2 – FY14
      • In May, Procurement will begin contacting Key Suppliers that have declined along with additional identified targeted suppliers (review of candidates is underway)

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Contract Opportunities
      • Vantage Point Logistics – 3rd Party Freight Management Company
        • Freight savings potential under review
      • Fisher Scientific – Scientific Supplies
        • Fisher provided a draft on 5/1/2014 of a proposal that would allow the other Board of Regents schools to enter individual engagements that takes advantage of many of the KU/KUMC agreement terms.
    • Catalog Enablements  
      • Catalogs In Work:
        • Business Interiors by Staples (Furniture) target completion date – 05/12/2014

    Qiagen (Scientific) target completion date – 05/26/2014

  • April 21, 2014
    April 21, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Payment Plus Project – (A revenue generating payment program)
      • Supplier Enrollment Metrics – 241 Suppliers Enrolled
        • 178 Suppliers have declined
        • 192 Suppliers are still in recruitment
      • Target Implementation: Q2 – FY14
    • Vendor Add/Update Sync Status remains current (with no more than a one business day backlog).
    • The new 'Construction Advisory Committee' met on 4/2
      • Began review of initial targets – Interior commodities and School of Business related work.
    • Gather data on campus wide construction spend.

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Potential Contract Opportunities (Under review)
      • Vantage Point Logistics – 3rd Party Freight Management
        • Potential Freight Savings
      • Fisher Scientific – Scientific Supplies
        • Contract mod in work to allow other Regents access to the master KU agreement.
    • KUPPS Catalogs In Work:
      • Business Interiors by Staples  (Furniture) Target Completion Date – 4/28
    • Qiagen (Scientific) Target Completion Date – 5/10
  • April 7, 2014
    April 7, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • The Monthly P2P Advisory Committee meeting was held 3/26
      • Agenda included:  Project Plus – Plans & FAQs, PCard/Voucher Transaction Data, Policy/Procedure Updates & Revisions in work, KUPPS Catalog review & Procurement related savings
    • Vendor Add/Update Sync Status remains current (with no more than a one business day backlog)
    • SciQuest (KUPPS) upgrades were successfully implemented the weekend of March 29-30
      • All KUPPS users are now on the New User Interface – no reported issues

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • A new 'Construction Advisory Committee' held their kick-off meeting on 3/27
      • DCM, Operations Finance & Procurement representatives will be the initial team.  Additional representatives will be added from IT, FS & DSH along with key project areas (i.e. School of Business) and Subject Matter Experts as needed (EHS, Sustainability, Accessibility, etc.)
    • New KUPPS Catalog
      • Ferguson (Plumbing Supplies)  - Live 3/25/2014
    • KUPPS Catalogs In Work
      • Business Interiors by Staples  (Furniture) Target Completion Date – 4/11
      • Qiagen (Scientific) Target Completion Date – 4/23

    Update - March 24, 2014

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • No new updates

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • No new updates
  • March 10, 2014
    March 10, 2014 —

    Procurement/P2Pstandardize and enhance processes to ensure pricing and transparency

    • P2P Advisory Committee – Next meeting is scheduled for March 26th.
    • Vendor Add/Change process (backlog) remains current.
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 3/8, Check Req 97%, Voucher 3%
    • Formal training to transition KU SciQuest users to the New User Interface is complete.
      • KUPPS help desk is supporting individual users and a Web Training Video is available.
    • Update of workflow for IT Software and Radioactive purchases is in work.

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use.
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General, and Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks.
    • Sourcing – Catalog Enablements (for KU & KUMC)
    • Catalogs In Work:
      • Business Interiors by Staples (Furniture) Target Completion Date – 3/17/14
      • Ferguson (Plumbing Supplies) Target Completion Date – 3/24/14
      • Qiagen Target Completion Date – TBD
    • A 'Construction Advisory Committee' is being formed and will be facilitated by Procurement.
  • February 24, 2014
    February 24, 2014 —

    Procurement/P2Pstandardize and enhance processes to ensure pricing and transparency

    • P2P Advisory Committee – Next meeting to be scheduled in early March
      • Moving forward with updates to PCard procedures, establishing a procedure/process for personal reimbursements and implementing a single form for new or changes for vendors (has been PS for new, form for changes)
    • Vendor Add/Change process (backlog) remains current
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 2/8, Check Req 90%, Voucher 10%
      • Regression has been addressed and will be monitored
    • Formal training to transition KU SciQuest users to the New User Interface is complete
      • KUPPS help desk is contacting individual users that have not attended training
      • Conversion will be complete in March 2014
    • Update of workflow for IT Software and Radioactive purchases is in work

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks
    • Sourcing – Catalog Enablements (for KU & KUMC)
      • New Catalogs
        • Matheson (Industrial Gases) Punchout Live – 2/14/14
        • Midwest Scientific (Scientific Supply) Hosted Live – 2/10/14
      • Catalogs In Work:
        • Business Interiors by Staples  (Furniture) Target Completion Date – 3/7/14
        • Ferguson (Plumbing Supplies) Target Completion Date – 3/7/14
        • Qiagen Target Completion Date – TBD
  • February 10, 2014
    February 10, 2014 —

    Procurement/P2Pstandardize and enhance processes to ensure pricing and transparency

    • P2P Advisory Committee – Meeting held 1/24/2013
    • Vendor Add/Change process (backlog) remains current
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 1/3, Check Req 96%, Voucher 4%
    • Continue transitioning KU SciQuest users to the New User Interface
      • New KUCR form and workflow for Business Service Agreements – in production
      • Grant end date – PR Validation is in production
        • Effective 1/31/14, most users no longer can create or edit vouchers
        • The KUPPS Check Requisition is now being used for Grants
      • Update of workflow for IT Software and Radioactive purchases is in work

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks
    • Sourcing – Catalog Enablements (for KU & KUMC)
      • New Catalog
        • Bio-Rad (Scientific) Punchout Live – 1/30/14
      • Catalogs In Work:
        • Matheson (Industrial Gases) Target Completion Date – 2/14/14
          • Matheson continues to work on Mapping Issues
        • Business Interiors by Staples  (Furniture) Target Completion Date – 2/24/14
          • Staples is Changing from Portal Invoicing to cXML for this catalog
        • Midwest Scientific – New Agreement Completed Target Completion Date – 2/24/14
        • Ferguson (Plumbing Supplies) Target Completion Date – 3/7/14
        • Qiagen Target Completion Date – TBD
  • January 27, 2014
    January 27, 2014 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership meetings are scheduled every other week.
    • P2P Advisory Committee – Next meeting scheduled for 1/24.
    • Vendor Add/Change process (backlog) remains current.
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 1/18/14, Check Req 94%, Voucher 6%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • KUMC SciQuest SUCCESSFUL Go Live – 11/12
        • No significant issues reported.
    • Transitioning KU SciQuest users to the New User Interface (Phoenix)
      • New users are now starting in the new interface.
      • Continue with Campus Conversion – Increasing Communications (via email)
      • Eight (8) meetings scheduled for Jan-Feb (Including Adobe Connect broadcast).
      • Phoenix Quick Reference Guides have been posted.
      • All users will be transitioned by March 2014.
    • Grant end date – PR Validation update is In Production.
    • User voucher access for this task will be limited by the end of January.

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Catalogs In Work:
      • Matheson (Industrial Gases) Target Completion Date – 1/31/14
        • Matheson continues to work on Mapping Issues
      • Business Interiors by Staples  (Furniture) Target Completion Date – 2/24/14
        • Staples is Changing from Portal Invoicing to cXML for this catalog
      • Bio-Rad (Scientific) Target Completion Date – 2/24/14
      • Midwest Scientific – New Agreement Completed Target Completion Date – 2/24/14
      • Ferguson (Plumbing Supplies) Target Completion Date – 3/7/14
        • Ferguson resource issue -  Testing to begin 2/24/14
      • Qiagen Target Completion Date – TBD
  • January 13, 2014
    January 13, 2014 —

    Procurement/P2Pstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership meetings are scheduled every other week
    • P2P Advisory Committee – Meeting held 12/13/2013
    • Vendor Add/Change process (backlog) remains current
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 1/3, Check Req 88%, Voucher 12%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • KUMC SciQuest SUCCESSFUL Go Live – 11/12
        • No significant issues reported
    • Continue transitioning KU SciQuest users to the New User Interface
      • All new users are now starting in the new interface
      • All users will be transitioned by March 2014
    • Grant end date – PR Validation update is in production
      • User voucher access for this task will be limited by the end of January

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks
    • NEW Catalogs:
      • B&H Photo (Camera Equipment) Live – 1/2/14
    • Catalogs In Work:
      • Matheson (Industrial Gases) Target Completion Date – 1/24/14
        • Matheson continues to work on Mapping Issues
      • Business Interiors by Staples  (Furniture) Target Completion Date – 2/24/14
        • Staples is Changing from Portal Invoicing to cXML for this catalog
      • Bio-Rad (Scientific) Target Completion Date – 2/24/14
      • Midwest Scientific – New Agreement Completed Target Completion Date – 2/24/14
      • Ferguson (Plumbing Supplies) Target Completion Date – 3/24/14
        • Ferguson resource issue -  Testing to begin 2/24/14
      • Qiagen Target Completion Date – TBD
  • December 9, 2013
    December 9, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership meetings are scheduled every other week.
    • P2P Advisory Committee – next meeting scheduled for 12/13/2013.
    • Vendor Add/Change process (backlog) remains current.
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 11/30, Check Req 93%, Voucher 7%.
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • KUMC SciQuest Go-Live on 11/1213 – working through expected transitions.
    • KU SciQuest users are being transitioned to a New User Interface.
    • All users will be transitioned by March 2014.

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use.
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks.
    • NEW Catalogs:
      • Agilent (Scientific) Live – 12/7/13
    • Catalogs In Work:
      • Business Interiors by Stables  (Furniture) Target Completion Date – 1/3/14
      • Matheson (Industrial Gases) Target Completion Date – 1/3/14
      • B&H Photo (Camera Equipment) Target Completion Date – 1/3/14
      • Ferguson (Plumbing Supplies) Target Completion Date – 1/17/14
      • Bio-Rad (Scientific) Target Completion Date – TBD
      • Midwest Scientific – New Agreement Completed Target Completion Date – TBD
      • Qiagen Target Completion Date – TBD.
  • November 25, 2013
    November 25, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay leadership meetings are scheduled every other week
    • P2P Advisory Committee – Next meeting scheduled for 11/21
    • Vendor Add/Change process (backlog) remains current
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 11/16, Check Req 94%, Voucher 6%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • KUMC SciQuest SUCCESSFUL Go-Live – 111/1213
    • KU SciQuest users are being transitioned to a New User Interface
      • All users will be transitioned by March 2014

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, KU catalogs are available for KUMC use
    • Joint KU-KUMC Quarterly Review with Fisher Scientific held on 11/6
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks
    • Catalogs In Work:
      • Business Interiors by Stables  (Furniture) Target Completion Date -12/6
      • Matheson (Industrial Gases) Target Completion Date – 12/6
      • Agilent (Scientific) Target Completion Date – 12/6
      • B&H Photo (Camera Equipment) – Target Completion Date -12/6
      • Bio-Rad (Scientific) Target Completion Date – TBD
      • Midwest Scientific – New Agreement Completed Target Completion Date – TBD
      • Qiagen - TBD
  • November 11, 2013
    November 11, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership meetings are scheduled every other week.
    • P2P Advisory Committee – Next Meeting Scheduled for 11/21.
    • Vendor Add/Change process (backlog) remains current.
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 11/2, Check Req 84%, Voucher 16%
      • The average for FY14 Q1 remains at ~ Check Req 90%, Voucher 10%.
    • Continued SciQuest KU/KUMC Catalog Consortia tasks.
    • KUMC goes live with SciQuest the week of 11/11/13.

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use.
    • Joint KU-KUMC Quarterly Review with Fisher Scientific scheduled for 11/6.
    • Strategic Sourcing project plans for IT, FS/DCM, Scientific, General & Contract Enablements are in place and project status is reviewed by Procurement Leadership every two weeks.
    • Catalogs in work:
      • Business Interiors by Stables  (Furniture) Target Completion Date -12/6
      • Matheson (Industrial Gases) Target Completion Date – 12/6
      • Agilent (Scientific) Target Completion Date – 12/6
      • B&H Photo (Camera Equipment) – Target Completion Date -12/6
      • Bio-Rad (Scientific) Target Completion Date – TBD
      • Midwest Scientific - TBD
      • Qiagen - TBD.
  • October 28, 2013
    October 28, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay leadership meetings are scheduled every other week
    • Kick-Off meeting for NEW P2P Advisory Committee held 10/11/13
    • Vendor Add/Change process (backlog) remains current
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 10/19, Check Req 89%, Voucher 11%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • KUMC goes live with SciQuest the week of 11/11/13

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use
    • Catalog Update - Completed
      • Fisher Scientific – Punch-Out Catalog updated to Level II (enhanced search function)
    • Catalogs in work:
      • B&H Photo (Camera Equipment) – target completion date – 11/8
        • Moved one week due to B&H EDI issues
      • Matheson (Industrial Gases) target completion date – 11/8
      • Agilent (Scientific) target completion date – 11/15
      • Bio-Rad (Scientific)
        • Contract price negotiations underway
        • Integration testing (SQ) in process
  • October 14, 2013
    October 14, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership will continue on an ‘as needed’ basis
      • Weekly meeting with Project Champion
      • Business Process Owner meetings continue on an as needed basis
    • Vendor Add/Change process (backlog) has regressed some, but actions to improve are in place including filling open positions
    • KUPPS utilization – Check Requests vs. Vouchers
    • For the week ending 9/21: Check Req 91%, Voucher 9%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use
    • The following catalogs are in Test
      • SKC Communications (Audio Video) Target for production – 10/7
      • Alpha Aesar (Scientific) Target Completion Date – 10/14
    • Others in work:
    • B&H Photo (Camera Equipment) – Target Completion Date -10/31
    • Matheson (Industrial Gases) Target Completion Date – 11/8
    • Aligent (Scientific) Target Completion Date - TBD
    • Bio-Rad (Scientific) Target Completion Date - TBD
  • September 27, 2013
    September 27, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure to Pay leadership will continue on an ‘as needed’ basis
      • Weekly meeting with Project Champion
      • Business Process Owner meetings continue on an as needed basis
    • Vendor Add/Change process (backlog) has regressed some, but actions to improve are in place including filling open positions
    • KUPPS utilization – Check Requests vs. Vouchers
    • For the week ending 9/21: Check Req 91%, Voucher 9%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks

     

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use
    • The following catalogs are in Test
      • SKC Communications (Audio Video) Target for production – 10/7
      • Alpha Aesar (Scientific) Target Completion Date – 10/14
    • Others in work:
    • B&H Photo (Camera Equipment) – Target Completion Date -10/31
    • Matheson (Industrial Gases) Target Completion Date – 11/8
    • Aligent (Scientific) Target Completion Date - TBD
    • Bio-Rad (Scientific) Target Completion Date - TBD
  • September 16, 2013
    September 16, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis.
    • Continued training for Campus
      • Weekly Classroom (hands-on) Sessions Continue – Departmental Signup required.
      • Vendor Process (add/change) backlog is improving – 1/day for new, 2/days for changes.
      • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 9/7: Check Req 89%, Voucher 11%.
      • Continued SciQuest KU/KUMC Catalog Consortia tasks.

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use.
    • The following catalog is now LIVE:
      • VWR – Switch from Punchout to Hosted Catalog (Scientific)
    • The following catalogs are in Test:
      • SKC Communications (Audio Video)
    • Target for production – End of September
      • Alfa Aesar (Scientific-Specialty)
    • Testing complete, waiting on SciQuest to load price file to KUPPS production.
    • Target for production – End of September
    • Others catalogs in work/under review:
      • B& Photo (Camera Equipment)
    • Contract Negotiations via E&I are Complete
    • Target for completion – Oct 31
      • Matheson (Industrial Gases)
    • Target for completion: TBD
    • Working through eInvoicing process w/Matheson
      • Bio-Rad (Scientific-Specialty)
    • Currently in test with KUMC.
    • Working to complete contact before submitting request to SciQuest
      • Target completion: TBD
  • September 3, 2013
    September 3, 2013 —

    Procurementstandardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis
    • Continued training for Campus
      • Weekly classroom (hands-on) sessions continue – Departmental signup required
      • Final lecture style class conducted on 8/21
        • Additional classes may be scheduled pending campus needs
    • Vendor Process (add/change) has about a two-day backlog
      • Addressing this through hiring of replacement temp
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending 8/24, Check Req 91%, Voucher 9%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Continue weekly telecom w/KUMC

    Strategic Sourcing:  develop collaborative program across KU-KUMC

    • Under the SciQuest Consortia Agreement, all KU catalogs are available for KUMC use
    • The following catalogs are in test:
      • VWR – Switch from Punchout to Hosted Catalog (Scientific)
        • In test, rec’d vendor price file
        • Target for production - mid Sept
      • SKC Communications (Audio Video)
        • Target for production - mid Sept
    • Others in work/under review:
      • B&H Photo (Camera Equipment)
        • Contract Negotiations via E&I are complete
        • Kick-off meeting w/B&H scheduled for week of 8/26
        • ETA for completion –  mid/late Sept
      • Matheson (Industrial Gases)
        • Matheson uses 3rd Party IT Support
        • ETA – NOT Started
          • Remains 6-8 weeks; has been elevated within Matheson Management
  • August 19, 2013
    August 19, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis
    • Continued training for Campus
      • Weekly classroom (hands-on) sessions continue – departmental signup required
      • Lecture style classes are scheduled for July & will continue into August
    • Vendor Process (add/change) remains current; however, we are seeing an increase in requests to add employees for reimbursements.
    • KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending of 8/10, Check Req 81% Voucher 19%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC
      • Consortia for KU-Lawrence went live July 16 -No visible change for end-users

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • The following catalogs are now live (available to KUMC) -
      • Cartridge King – State-use toner
      • Complete Books & Media Supply – books.
    • The following catalog is in Test (will be available to KUMC) -
      • VWR – switch from punch-out to hosted.
    • The following catalogs are in work (all will be available to KUMC) -
      • Matheson – industrial gasses
      • B&H Photo – digital cameras, photography equipment, etc.
      • Procurement is reviewing KU Construction Sourcing and plans to participate in future projects.
  • August 5, 2013
    August 5, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis
    • Continued training for Campus
      • Weekly classroom (hands-on) sessions continue – Departmental Signup required
      • Lecture style classes are scheduled for July & will continue into August
    • Vendor Process (add/change) remains current
    • New form and workflow for Bursar (refunds) is now in production
    • Improved KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending of 7/27, Check Req 89% Voucher 11%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC
      • Consortia for KU-Lawrence went live July 16 -No visible change for end-users

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • The following catalogs live(available to KUMC):
      • SKC Communications – Audio Visual products
      • Anixter – Specialty Wire & Cable for IT.
    • The following catalog is in Test (will be available to KUMC):
      • Cartridge King – State Use Toner.
    • The following catalogs are in work (all will be available to KUMC):
      • Matheson – Industrial Gasses
      • Complete Books & Media Supply – Books
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
      • VWR – Switch from Punchout to Hosted.
    • In August Purchasing will begin analysis of 1st month of FY14 spend for sourcing opportunities
    • Procurement is reviewing KU Construction Sourcing and plans to participate in future projects
  • July 22, 2013
    July 22, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis
    • Continued training for Campus
      • Weekly classroom (hands-on) sessions continue
      • Lecture style classes are scheduled for July-August
    • Vendor Process (add/change) remains current
    • New form and workflow for Bursar (refunds) is now in production
    • Improved KUPPS utilization – Check Requests vs. Vouchers
      • For the week ending of 7/13, Check Req 92% Voucher 8%
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC
      • Consortia for KU-Lawrence to go-live in early July
        • No visible change for end-users

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • STAPLES has backed off on offering an “Early Pay Discount”
      • Will revisit once Spend increases to expected levels.
    • The following catalogs live(available to KUMC):
      • SKC Communications – Audio Visual products
      • Anixter – Specialty Wire & Cable for IT.
    • The following catalog is in Test (will be available to KUMC):
      • Cartridge King – State Use Toner.
    • The following catalogs are in work (all will be available to KUMC):
      • Matheson – Industrial Gasses
      • Complete Books & Media Supply – Books
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
      • VWR – Switch from Punchout to Hosted.
  • July 8, 2013
    July 8, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Procure-to-Pay Leadership meetings are being held on an ‘as-needed’ basis
    • Continued training for Campus
      • Weekly classroom (hands-on) sessions continue
      • Lecture style classes are scheduled for July-August
    • Vendor Process (add/change) remains current
    • New form and workflow for Bursar (refunds) is now in production
    • Improved KUPPS utilization – Check Requests vs. Vouchers continued to improve
      • Beginning the week of 7/1, most users will no longer have PS Voucher access
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC
      • Consortia for KU-Lawrence to go-live in early July
        • No visible change for end-users

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Working with STAPLES on an “Early Pay Discount” - expected to go live early in FY14
    • The following catalogs are targeted to go live the week of 7/8 (all will be available to KUMC):
      • SKC Communications – Audio Visual products
      • Anixter – Specialty Wire & Cable for IT
      • Cartridge King – State Use Toner
    • The following catalogs are in work (all will be available to KUMC):
      • Matheson – Industrial Gasses
      • Complete Books & Media Supply – Books
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
      • VWR – Switch from Punchout to Hosted
  • June 24, 2013
    June 24, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Continued with weekly Procure-to-Pay Leadership meetings
    • Continued training for Campus
      • Weekly Classroom (hands-on) Sessions continue
      • Additional Lecture Style classes are being scheduled for June-July-August
    • Vendor Process (add/change) is now current – backlog has been reduced to 1/day.
    • Improved KUPPS utilization – Check Requests vs. Vouchers continued to improve. For week ending 6/15, Check Requests is 63% vs. Voucher 37%.
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Working with STAPLES on an "Early Pay Discount" - expected to go live early in FY14.
    • Sigma-Aldrich – Switch from Punchout to Hosted Catalog – COMPLETE.
    • The following catalogs are targeted to go live the week of 6/24 (all will be available to KUMC):
      • SKC Communications – Audio Visual products
      • Anixter – Specialty Wire & Cable for IT
      • Cartridge King – State Use Toner
    • The following catalogs are in work (all will be available to KUMC):
      • Matheson – Industrial Gasses
      • Complete Books & Media Supply - Books
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
      • VWR – Switch from Punchout to Hosted.
  • June 10, 2013
    June 10, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Continued with weekly Procure-to-Pay Leadership meetings
    • Onboarding Meetings for all Departments have been completed
    • Continued training for Campus
      • Weekly Classroom (hands-on) & Drop-In (Fridays)
      • Additional Lecture Style classes are being scheduled for June-July
    • Continued to reduce backlog for Vendor Process (add/change)
    • Improved KUPPS utilization – Check Requests vs. Vouchers continued to improve. For week ending 6/1, Check Requests is 59.5% vs. Voucher 40.5%.
    • Continued SciQuest KU/KUMC Catalog Consortia tasks
      • Conducted weekly telecom w/KUMC

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Analyzed past 12/mo. spend and continued work on report for leadership
      • Target areas are consistent with 'Huron' Roadmap for Success
    • The following catalogs are targeted to go live the week of 6/10 (all will be available to KUMC):
      • SKC Communications – Audio Visual products
      • Anixter – Specialty Wire & Cable for IT
      • Cartridge King – State Use Toner
    • The following catalogs are in work (all will be available to KUMC):
      • Matheson – Industrial Gasses
      • Complete Books & Media Supply - Books
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
  • May 24, 2013
    May 24, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Continued with weekly Procure-to-Pay Leadership meetings.
      • Completed KUCR PI/Delegate clean-up May 23rd.
    • Continued Onboarding Meetings for all Departments.
    • Continued training for Blue go-live.
      • Lecture (Available via Adobe Connect), Classroom (hands-on) & Drop-In (Fridays)
    • Reduced backlog for Vendor Process (add/change).
      • Includes – Dedicated Student Employee & Temp Staff (60-90 day term)
    • Huron P2P completed their term the week of 5/20.

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Analyzed past 12/mo. spend and continued work on report for leadership.
      • Target areas are consistent with 'Huron' Roadmap for Success
    • In the next 30-60 days, we expect to enable the following catalogs (all available to KUMC):
      • SKC Communications – Audio Visual products
      • Matheson Tri-Gas – Industrial Gasses
      • Anixter – Specialty Wire & Cable for IT
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
  • May 13, 2013
    May 13, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Continued with weekly Procure-to-Pay Leadership meetings.
    • Completed KUCR PI/Delegate clean-up –
      • IT Update expected to be complete by May 20th.
    • Completed Blue Onboarding meetings for Academic Departments targeted for May 13th go-live.
    • Continued Onboarding meetings for other Departments targeted for May 20th go-live dates.
    • Began training for Blue go-live
      • Lecture (Available via Adobe Connect), Classroom (hands-on) & Drop-In (Fridays).
    • Increased payables staff for Vendor Process (add/change).
      • Includes – Dedicated Student Employee & Temp Staff (60-90 day term).

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Analyzed past 12/mo. spend to look for contract compliance & sourcing opportunities.
      • Will provide draft of strategic plan in next report.
    • In the next 30-60 days, we expect to enable the following catalogs (all available to KUMC):
      • SKC Communications – Audio Visual products
      • Matheson Tri-Gas – Industrial Gasses
      • Anixter – Specialty Wire & Cable for IT
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
  • April 30, 2013
    April 30, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Continued with weekly Procure-to-Pay Leadership meetings
    • Completed KUCR PI/Delegate clean-up
    • Confirmed consistent payment tolerances (10%/$100) for all invoices for UKANS & KURES
    • Completed Blue Onboarding Meetings for Academic Departments targeted for May 6th go-live
    • Began Onboarding Meetings for other departments targeted for May 13th & 20th go-live dates
    • Established training plans and initial dates for Blue go-live

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Enabled SHI Punchout Catalog for Software Purchases
      • KUMC will be able to use this Catalog after their SciQuest go-live
    • Enabled American Hotel Register Co. Punchout for housing supplies
      • KUMC will be able to use this Catalog after their SciQuest go-live
    • In the next 30-60 days, we expect to enable the following catalogs (all available to KUMC):
      • SKC Communications – Audio Visual products
      • Matheson Tri-Gas – Industrial Gasses
      • Anixter – Specialty Wire & Cable for IT
      • B&H Photo – Digital Cameras, Photography Equipment, etc.
  • April 15, 2013
    April 15, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay leadership.
    • Held daily (4:00PM) production support all hands call/meeting.
    • Confirmed KUMC desire to conduct settlement in SciQuest.
    • Confirmed KUCR delegate data clean-up with Post Award Services team.
    • Completed PI and subcontract workflow requirements – awaiting signoff.
    • Continued Team Blue planning for May go-live schedule.
      • Identified ~450 PSFT accountants as primary target audience for "medium touch".
    • Presented KUCR central purchasing workflow changes for leadership sign-off – awaiting justification.
    • Reported weekly P2P transaction metrics.
    • Provided production support.
  • April 1, 2013
    April 1, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Held meeting with Team Crimson leads (HBS, LSI, & SSC).
    • Held daily (4:00PM) production support all hands call/meeting.
    • System readiness: completed production updates.
    • KUPPS daily transaction volume has increased by 40% since go-live.
    • Promoted SHI and American Hotel catalogs to KUPPS production.
    • Reported daily help desk and systems issues:
      • Help desk call volume has returned to normal – approximately 15 calls a day
      • Continued working on the PI & Delegate workflow issues
      • Continued working on vendor not found issue in KUPPS
      • The help desk is working with requestors to establish default accounting string, which can be updated or corrected by the approver
      • Received 38 to-date system issues – 33 have been resolved; 5 are pending resolution
    • The Procure-to-Pay team delivered the following training sessions:
      • Auditorium training to approximately 300 attendees
      • Webinar training to approximately 80 attendees
      • Classroom training to CLAS deans' office
      • Basic shopper and SSC sessions
    • Payables and HBC transaction services group met to share cross-departmental knowledge
    • The team continued to work on central Purchasing and Accounts Payable business processes
    • Completed SciQuest 13.1 impact analysis; SciQuest will promote the 13.1 features to production over the weekend outage
    • Defined additional KUCR workflow review requirements
    • Initiated "Team Blue" planning
    • Initiated KU/KUMC monthly checkpoint meetings
  • March 18, 2013
    March 18, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Completed Migration Plan and review with full team and stakeholders.
    • Completed Production Migrations:
      • PeopleSoft interfaces moved to production
      • ImageNow interfaces moved to production
      • DEMIS reports moved to production
      • SciQuest interfaces and workflow moved to production
      • Creating/updating users, roles, and permission updates are in progress
      • Production qualification is in progress
      • Live order testing is in progress.
    • Finalized production reporting requirements to include a Helpdesk issues log and a Systems issue log.
    • Step by Step and Quick Reference training guides are approximately 80% completed.
    • End-user training has been confirmed for HBC and LSI.
  • March 4, 2013
    March 4, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Continued Wave 2 systems interface development. PO Export Sync and eInvoice Export Sync are tracking 2 weeks late; functional testing is in progress.
    • Continued Wave 2 change and communication outreach tasks.
    • Final segment of testing is underway; nine open issues remaining.
    • Training – PowerPoint auditorium presentations 75% complete; continued work on step-by-step and quick reference guides.
    • Continued user evaluation to define user training schedule and PeopleSoft user security requirements and setup.
    • DEMIS – continued revisions on PO activity report.
    • Started user evaluation to define user training schedule and PeopleSoft user security requirements and setup.
    • DEMIS: Reviewed draft PO activity report and provided feedback to DEMIS team.
    • Continued go-live planning; Monday, 3/4/13 is the go/no go decision date.
    • KUMC team will schedule cross campus meeting when Executive Committee reaches a decision on AP Director.
  • February 17, 2013
    February 17, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Continued Wave 2 systems interface development.
    • Continued Wave 2 change and communication outreach tasks, to include three Town Hall presentations.
    • Completed User Acceptance Testing labs with P2P End-user group.
    • KUPPS home web page has been updated to reflected HBC's requested changes.
    • Team has updated training approach to reflect changes requested by the end-user-group.
    • Drafted FAQ training document and circulated for leadership review.
    • Started user evaluation to define user training schedule and PeopleSoft user security requirements and setup.
    • DEMIS: Reviewed draft PO activity report and provided feedback to DEMIS team.
    • Continued GO LIVE planning with IT, FMS, Procurement Services, INOW, and SciQuest team members.
  • February 4, 2013
    February 4, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Continued Wave 2 systems interface development.
    • Continued Wave 2 change and communication outreach tasks.
    • Completed functional testing labs with FMS and Procurement team (2 week segment).
    • Drafted training guide list and development schedule; completed auditorium and classroom reservations for training.
    • DEMIS report development is underway and tracking on time.
    • Initiated SHI and SKC communication planning and configuration with SciQuest.
  • January 22, 2013
    January 22, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Held weekly Procure-to-Pay organizational development meetings.
    • Continued Wave 2 systems interface development.
    • Continued Wave 2 change and communication outreach tasks.
    • Completed Transaction/Commodity Guide draft.
    • Continued ImageNow test scenario and script development, focusing on error queue resolution.
    • Continued impact analysis to assess consequences of backing out the voucher page modification.
    • Finalized Wave 2 project estimate required to support March 11 go-live.
    • Drafted training plan.
  • January 7, 2013
    January 7, 2013 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership.
    • Held weekly meetings with ImageNow team and SciQuest team.
    • Held weekly Procure-to-Pay organizational development meetings.
    • Continued Wave 2 systems interface development.
    • Continued Wave 2 change and communication outreach tasks.
    • Completed Transaction/Commodity Guide draft.
    • Continued ImageNow test scenario and script development, focusing on error queue resolution.
    • Continued impact analysis to assess consequences of backing out the voucher page modification.
    • Finalized Wave 2 project estimate required to support March 11 go-live.
    • Drafted training plan.
  • December 26, 2012
    December 26, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership
    • Held weekly meetings with ImageNow team and SciQuest team
    • Held weekly Procure-to-Pay organizational development meetings
    • Held monthly CFO meeting
    • Continued Wave 2 systems interface development
    • Continued Wave 2 change and communication outreach tasks
    • Continued writing Transaction/Commodity Guide
    • Continued ImageNow test scenario and script development, focusing on error queue resolution
    • Started impact analysis to assess consequences of backing out the voucher page modification
    • Presented updated go-live and deployment calendar: Team Crimson – March 11 and Team Blue – May 6
  • December 10, 2012
    December 10, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership
    • Held weekly meetings with ImageNow team and SciQuest team
    • Held weekly Procure-to-Pay organizational development meetings at which the new organizational chart was presented
    • Continued Wave 2 systems interface development
    • Continued Wave 2 change and communication outreach tasks
    • Drafted Transaction / Commodity Guide for defining what procurement method to use for specific purchases
    • Reviewed Test Plan with functional leads and started scenario development
  • November 26, 2012
    November 26, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay process owners and leadership
    • Held weekly meetings with ImageNow team and SciQuest team
    • Held weekly Procure-to-Pay organizational development meeting
    • Continued Wave 2 systems interface development
    • Complete KUPPS training environment build and validation; continued KUPPS workflow design and build
    • Gained consensus on concept of catalog invoice approval requirements
    • Gained consensus and streamlined purchase exception design items
    • Gained consensus on equipment pre-audit step
    • Continued Business Requirement Definitions (BRD) and process design
    • Participated in SciQuest workflow prototype workshop
    • Started Wave 2 change and communication outreach tasks
  • November 12, 2012
    November 12, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure-to-Pay (P2P) process owners and leadership committee
    • Held weekly meetings with ImageNow team and SciQuest team
    • Scheduled standing P2P organizational development meetings
    • Created draft P2P outreach campus communication
    • Continued Wave 2 systems interface development
    • Gained consensus on concept of self-approval limits from the budgeteers and agreed to have 4 levels
    • Continued Business Requirement Definitions (BRD) and process design
    • Participated in ImageNow design workshop
    • Completed competency model training with Purchasing team
    • Reviewed communication and training with Project Champion – highlighted risks and alternatives
  • October 29, 2012
    October 29, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure to Pay process owners and leadership committee
    • Communicated P2P organization recommendations to team members
    • Continued Wave 2 systems interface development
    • Completed KUCR requisition approval matrix decisions
    • Completed revised ImageNow project scope updates
    • Presented department self-approval and invoice approval design to Budgeteers
    • Continued Business Requirements Definitions (BRD) and process design
    • Initiated procurement competency definitions and model
  • October 15, 2012
    October 15, 2012 —

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure to Pay process owners and leadership committee
    • Reviewed Journal Voucher functionality
    • Reached agreement with all team members to move forward with KUPPS email approvals
    • Finalized organization recommendations with leadership
    • Continued planning – change, communication, and training
    • Closed prompt pay discount requirement(s) for Wave 2; continued Wave 2 systems interface and development
    • Received KUCR support for the recommended PI/Delegate related policies
    • Created ImageNow project scope updates
    • KU/KUMC field trip to review central invoice processing and matching
    • Continued IT Procurement Requirement Definitions (BRD) and process design
    • Initiated IT Procurement Policy meetings to define the policy and procedures required to support KU IT standards
  • September 17, 2012
    September 17, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • This initiative has been completed

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meetings with Procure to Pay project team members, process owners, and leadership committee
    • Updated SciQuest Wave 2 statement of work and timeline; submitted for leadership review and SciQuest acceptance
    • Continued planning - change, communication, and training
    • Continued Wave 2 systems interface development
    • Continued Wave 2 KUPPS systems configuration and build
    • KU/KUCR audit decision matrix in progress
    • Completed P2P process inventory
    • Participated in ImageNow demonstration to define options for invoice imaging and workflow approval
  • September 4, 2012
    September 4, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • KU team completed the Express Shipping hands-on sourcing training business case, KU internal review and edits

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held quarterly strategy meeting with SciQuest, Purchasing, KUCR, and Comptroller's Office
    • Completed Wave 2 scope review with SciQuest team; provided project requirements necessary to draft SciQuest SOW and Sprint plan
    • Continued Wave 1 production support and break/fix resolution (KUPPS and PeopleSoft)
    • Wave 2 systems interfaces: completed review of detailed data mapping and started technical design; started user sync functional design; started XML login analysis
    • Created training environment to support role based training
    • Continued build on 2UIT to meet September timeline for PeopleSoft training
    • Completed vendor save-edits testing and validation
    • Held separate weekly meeting with Procure to Pay project team members, process owners, and leadership committee
    • Weekly meeting with Procure to Pay leadership to discuss organization recommendations
    • Drafted Change Management plan with Huron advisor and Director of Purchasing
    • Revised procurement matrix to include $100 self-approval recommendation
    • Continued audit matrix analysis to identify options to streamline transaction audits
    • Completed process inventory list
  • August 20, 2012
    August 20, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Continued Express Shipping sourcing training data analysis and business case development

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Weekly meeting with Procure to Pay KU/KUMC process owners and leadership
    • Began monthly SciQuest/KU Client Partner call with KU Systems and Purchasing teams
    • Held end-user advisory meeting – conducted Wave 1 review; team introduced Wave 2 topics
    • Continued Wave 1 production support and break/fix resolution (KUPPS and PeopleSoft)
    • Completed functional testing on outstanding SkyBridge Wave 2 development items, which completes the outstanding SkyBridge development and fix items
    • Facilitated Wave 2 systems design meetings with SciQuest
    • Systems workflow utilization review with SciQuest solutions consultant
    • Conducted demonstration of systems related configuration required to facilitate the SciQuest check request functionality
    • Completed FSKU basic matching configuration
    • Executed statement of work to build SciQuest 2UIT test environment
    • Facilitated process to build the SciQuest train environment
    • Completed development updates to the FSKU vendor save/edit in DEV
    • Continued data analysis required to develop Wave 2 procurement matrix
    • Drafted visual compliance procedures
  • August 6, 2012
    August 6, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Continued Express Shipping sourcing training data analysis and business case development

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Weekly meeting with Procure to Pay leadership
    • Weekly meeting with Procure to Pay process owners
    • Ongoing involvement with Shared Service Centers and Maximo initiatives
    • Continued Wave 1 production support and break/fix resolution (KUPPS and PeopleSoft)
    • Continued development of Wave 2 procurement methods (defining which transactions are appropriate for PO, Pcard, or invoice) with leadership; team identified internal resource to assist with data analysis
    • Drafted Wave 2 deployment options and conducted initial review with leadership
    • Conducted peer evaluation of PeopleSoft receipt integration with UC Berkeley
    • Completed Wave 1 project support with SciQuest team
    • Started approval workflow process mapping
    • Drafted and reached standard bid policy agreement with KU/KUCR – $5K to $50K requires central Purchasing review
    • Completed draft Receipt FDD (Functional Design Document) and shared with technical team
    • Scheduled Wave 2 design meetings with SciQuest – Client Partner introduction; workflow utilization review
    • Started KUPPS current state workflow mapping
    • Signed order form for SciQuest 2UIT environment
    • Identified options to meet SciQuest adhoc approver requirements
  • July 23, 2012
    July 23, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Continued Express Shipping hands-on training sessions and supplier data analysis: advanced pivot tables, charts and graphs, end user survey results graphical interpretation

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Held weekly meeting with Procure to Pay leadership
    • Held weekly meeting with Procure to Pay process owners
    • Held weekly meeting with Change Management advisor to prepare for July 16 KU/KUMC meeting
    • Held weekly technical call with SciQuest and SkyBridge technical and project management teams
    • Continued project team production support and break/fix resolution; FY13 opened and interfaced transactions are budget checking successfully
    • Confirmed DEMIS integration data
    • Continued Wave 2 procurement methods (defining which transactions are appropriate for PO, Pcard, or invoice
    • Continued outline of Wave 2 deployment options schedule
    • Defined Wave 2 project team roles and responsibilities
    • Defined Wave 2 matching tolerances (10% or $100)
  • July 9, 2012
    July 9, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Sent out the Express Shipping internal survey to over 90 KU high-use stakeholders; received survey results
    • Conducted hands-on training sessions with KU sourcing team to:
      • Review detailed data analysis and business case development timeline and task plan
      • Provide guidance on how to review, cleanse, organize, and validate supplier usage data

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Weekly meeting with Procure to Pay leadership
    • Weekly meeting with Procure to Pay process owners
    • Weekly meeting with Maximo team
    • Weekly meeting with Change Management advisor
    • Weekly technical call with SciQuest and SkyBridge technical and project management teams
    • Bi-monthly meeting with Service Center team
    • Held KU/KUMC KUPPS demonstration
    • Finalized KUPPS/PeopleSoft security and migrated to production
    • Added additional 500 vendors to KUPPS
    • Continued PeopleSoft Vendor scrub activities
  • June 25, 2012
    June 25, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Finalized Fisher contract
    • Identified frequent users of current FedEx / UPS contracts for Express Shipping; released survey to frequent users to gain insight into the campus’ perspective of current state
    • Conducted strategic sourcing classroom training sessions 4-6 to the KU Purchasing Team
    • Conducted Excel Tips & Tricks Refresher Training Course 1

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Finalized DEMIS integrating testing and validation
    • Completed functional interface work and migrated to production
      • PO Export
      • Supplier Sync
      • eInvoice Integration
      • Purchase Requisition Validation
    • Completed Change Order regression development and functional testing
    • Finalized end-user acceptance for Wave 1
    • Finalized KUPPS configuration requirements
    • Finalized PSFT configuration requirements
    • Completed migration plan
    • Conducted KU/KUMC Steering Committee meeting to review SciQuest catalog options
    • Conducted Staples enablement (production live order testing)
    • Vendor Scrub: Loaded vendor updates in KUPPS for priority 1 and 2 vendors (2,000)
    • Started creating P2P training video
    • Conducted P2P KU/KUMC Steering Committee meeting
  • June 11, 2012
    June 11, 2012 —

    Strategic Sourcing: develop collaborative program across KU-KUMC

    • Finalized Fisher contract
    • Finalized UDP contract addendum, which extends the existing contract out one year to 2016
    • Conducted Wave 1 Strategic Sourcing Commodity Areas Data Transfer (ORP, Dell, Scientific Supply Distributors)
    • Confirmed dates of June 5 – 7 for sessions 1 – 3 of Strategic Sourcing Methodology Classroom training

    Procurement: standardize and enhance processes to ensure pricing and transparency

    • Participated with KUMC to share procurement process design: receiving, matching, match exception resolution and central invoice processing
    • Conducted Vendor Scrub checkpoint with team (data clean-up for 600 Priority 1 vendors due Friday, June 11
    • Conducted training development checkpoint with team – drafts due Friday, June 11, 2012
      • Project and Training introduction
      • New Catalogs (Staples)
      • PO Integration and DEMIS
      • Invoice changes
      • PO Change Order
      • Supplier integration and changes
    • Continued DEMIS integration configuration for test environment
    • Continued functional interface work
      • PO Export: continued unit testing
      • Supplier: completed build
      • eInvoice integration: started sign-off validation
      • Purchase Requisition: started sign-off validation
      • Operating Sync: completed schema and started SciQuest build
    • Finalized Change Order form decisions and configuration
    • Training occurred on June 5 for central groups (Central Accounting, Purchasing, KUCR)
    • Sent email to HAWKFIN group reminding them about P2P end-user training
  • May 29, 2012
    May 29, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Finalized the Fisher Memorandum of Terms (MOT) and contract
    • Received Unisource Document Products (UDP) contract addendum; reviewed and proposed changes regarding the availability of refurbished machines
    • Received and analyzed round II IT Distributor negotiation materials
    • Received and analyzed round II Maintenance, Repair, and Operations (MRO) negotiation materials for large distributors and niche suppliers
    • Conducted Wave I Strategic Sourcing Commodity Areas Data Transfer (ORP, Dell, Scientific Supply Distributors)
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • Finalized Wave 1 training plan and training sessions/locations; presented information at year-end meeting
    • Finalized Wave 1 Test Plan development
    • Continued functional interface work (all on time)
      • PO Export – started unit testing
      • Supplier – started build
      • eInvoice Integration – started functional testing
      • Purchase Requisition validation – completed functional testing
      • Operating Sync – completed design & build
    • Started Wave 2 planning with leadership and process owners
  • May 14, 2012
    May 14, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Finalized the Staples Memorandum of Terms (MOT)
    • Finalized the Dell MOT
    • Finalized Unisource Document Products (UDP) business terms
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • Approved SciQuest Change Order
    • Continued Training Plan development
    • Met with Public Relations to discuss training and communications for campus
    • Wave 1 Campus – for lecture training sessions week of June 6/11
      • Continued functional and technical interface work (all on time)
      • PO Export: Build complete
      • Supplier Sync: Finalize design in process
      • eInvoice Integration: Build complete – migrated to test
      • Purchase requisition validation: Build complete – migrated to test
    • Met with HBC to better understand data inquiry process and demonstrated KUPPS inquiry
    • Created presentation for P2P end-user advisory group meeting
  • April 30, 2012
    April 30, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Received Dell's final MOT response.
    • Reviewed IT Hardware initial proposal analysis with core implementation team.
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • Started KUCR Higuchi Bioscience Center reporting requirements.
    • Presented change order recommendation to process owners; Procure-to-Pay leadership in agreement on recommendation.
    • Began Change & Learning Plan development, which focuses on Wave 1 central and departmental change management, communications, and training.
    • Continued development of training schedule.
    • Started vendor data analysis effort to update PeopleSoft with KUPPS and ION WAVE vendor data (for example: fax number, ordering address, vendor classification).
    • Continued DEMIS research to confirm purchase order, change order, and expense visibility when changes are executed.
    • Started validation of State interface file to ensure supplier changes do not impact existing State payment interface.
    • Decision reached to move forward with SkyBridge PO/Change Order Sync; completed impact assessment of SkyBridge Supplier Sync solution.
    • Defined timeline for Supplier Sync development Level of Effort (LOE); KU and SkyBridge will present their LOE on Friday, April 27th.
    • Completed functional design requirements necessary to update existing PeopleSoft to KUPPS interfaces.
    • Participated in Shared Service Center checkpoint to share Procurement & Shared Service Center objectives.
  • April 16, 2012
    April 16, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Received and answered supplier questions related to the IT Distributors RFP.
    • Conducted MRO (Maintenance, Repair, and Operations) RFP (Request for Proposal) pre-bid meeting/conference call and addressed supplier questions.
    • Provided answers to MRO RFP bidders' questions.
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • Wave 1 "go-live" calendared for fiscal year start on June 25.
    • Completed SciQuest PO Sprint 1 (Design).
    • Started SciQuest PO Sprint 2 (Build).
    • Continued functional design specification to update the following PeopleSoft to SciQuest integration points.
      • Elnvoice (update needed to create PO Voucher rather than Vouchers).
      • PR Validation (update needed to enable PeopleSoft accounting code combination edits in KUPPS).
      • Chartfield (updates needed to interface Operation Unit from PeopleSoft to KUPPS).
    • Scheduled Research workshops to define Business Requirements for HBC (Higuchi Bioscience Center).
  • April 2, 2012
    April 2, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Received and answered bidder questions related to IT Distributors Request for Proposal (RFP).
    • Revised and incorporated KU and KUMC changes to the Maintenance, Repair, & Operations (MRO) Request for Proposal (RFP). Released RFP via eBid system.
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • On boarded PeopleSoft functional P2P consultant.
    • Finalized Wave 1 Purchase Order, Change Order, and Supplier/Vendor – business requirements.
    • Began drafting KU Functional Design Document (FDD) for the KUPPS PO export to PeopleSoft.
    • Completed SciQuest onsite workshops.
      • Started PeopleSoft to SciQuest data mapping to support purchase order, change order and supplier/vendor integration.
      • Identified requirements to optimize existing integration points.
  • March 19, 2012
    March 19, 2012 —
      Strategic Sourcing: develop collaborative program across KU-KUMC
    • Released the IT Distributors Request for Proposal (RFP) to potential bidders.
    • Reviewed draft RFP materials with KU implementation core team.
    • Procurement: standardize and enhance processes to ensure pricing and transparency
    • Continued Wave 1 Purchase Order – business requirements.
    • Continued Wave 1 Change Order – business requirements.
    • Continued Wave 1 Supplier/Vendor – business requirements.
    • Finalized SciQuest onsite agenda, workshop sessions, and attendees.
  • March 5, 2012
    March 5, 2012 — Strategic Sourcing
    • Met with individuals in IT to go over the IT-related strategic sourcing business cases.
    • Received second round pricing proposals for scientific supplies from vendors.
    • Shared Office Related Products (ORP) initial proposal summary with core team.
    • Reviewed and finalized IT Hardware Distributor draft Request for Proposal with core team.
    • Discussed and drafted Maintenance, Repair and Operation (MRO) Request for Proposal.
    • Held initial meeting with Unisource Document Products (UDP). Will discuss next steps with core team.
    Procurement
    • Completed collaborative vision meeting with Comptroller's Office, IT, and KUCR to review Procure-to-Pay business case recommendations, which include: moving user and advanced dynamic workflow syncs to Wave 2 to allow time to create business process definition; building PeopleSoft prototype (in test) in Wave 1 to support and clarify matching and receiving design; and updating system reference on the non-purchase order voucher workflow transaction (options exist to route via PeopleSoft, ImageNow, or KUPPS).
    • Updated team roles and responsibilities to improve collaboration between project business owners (Central Accounting, Purchasing, and KUCR).
    • Continue current state mapping with core team.
    • Finalized Wave 1 and Wave 2 scope with leadership.
    • Finalized requirements and staffing approval for Systems Functional Lead.
    • Initiated Purchase Order Integration & Processing business requirements.
    • Initiated Supplier/Vendor Data Scrub business requirements. This addresses the need to add purchasing data to current PeopleSoft vendor tables.
    • Initiated Supplier Integration business requirements.
    • Continued working on the KUCR Higuchi Bioscience Center (HBC) business requirements.
    • Drafted Wave 2 timeline and project estimates.
  • February 13, 2012
    February 13, 2012 — Strategic Sourcing
    • Presented MRO business case to Purchasing and Facilities stakeholders.
    • Held implementation and action plan discussion for MFD and IT Hardware Distributors.
    • Received and analyzed the Scientific Supplies RFP initial proposals.
    • Shared Dell, IT Hardware Distributors and MFD key business case findings, strategies, and implementation progress with Bob Lim (CIO).
    Procurement
    • Completed "collaborative vision" meeting with Comptroller's office, IT & KUCR to review P2P Business Case recommendations. Project recommendations from the meeting are:
      • Move User & ADWorkflow syncs to Wave 2 -- to allow time to create business process definition
      • Build PSFT prototype (in test) in Wave 1 to support and clarify matching and receiving design
      • Update system reference on the Non-PO voucher workflow transaction. Options exist to route via PSFT, Image Now, or KUPPS.
    • Continued IT consulting resource interviews.
    • Completed request for functional lead resource.
    • Updated team roles and responsibilities to improve collaboration between project business owners (Central Accounting, Purchasing, KUCR).
    • Continued current state mapping with core team.
    • FMS Completed initial review:
    • SciQuest Vendor DTD (Integration documents)
    • PSFT Vendor current state modifications.
  • February 6, 2012
    February 6, 2012 — Strategic Sourcing
    • Presented the MFD and IT Hardware Distributor business cases to Purchasing and IT key stakeholders.
    • Scheduled preliminary Dell meeting for next week.
    • Continued MRO business case development and opportunities identification.
    Procurement
    • Huron consultant facilitated business plan recommendation review with Comptroller's Office and KUCR.
    • Core team continued mapping current State process.
    • Drafted future State requisition process with Barry Swanson.
    • Drafted SciQuest environment recommendation.
    • Decided that Procure-to-Pay team will co-lead project with FMS.
  • January 30, 2012
    January 30, 2012 —
    1. Strategic Sourcing
      • Conducted the ORP RFP pre-bid meeting with potential bidders.
      • Received and answered questions posed by potential scientific supply bidders; sent out the deadline extension communication.
      • Finalized the standard model configurations; reviewed, finalized and sent initial communication letter to Dell.
      • Completed the IT Hardware Distributor and MFD business case development; continued MRO business case development.
    2. P2P Transformation / Tech Optimization
      • Started current state process and integration mapping (KUPPS & PSFT purchasing and vendor entry and maintenance.) Continued KUPPS future state footprint definition.
      • Conducted FMS & IT meeting with SciQuest to discuss additional test environment. Reviewed updated SciQuest SOW for additional test environment. Requirements in review with FMS team.
      • Requested to stage SciQuest Sprint development for later date -- 4-week request will target start date of 3/5.
      • Initiated basic PSFT procurement lifecycle testing (PO, Change Order, Receipt, PO Voucher).
      • Confirmed with IT that FDD (KU Functional Design Document) is required for P2P project. FMS initiated checklist to facilitate FDD requirements by functional team for future state.
      • Drafted competing project priorities.
  • January 23, 2012
    January 23, 2012 —

    Strategic Sourcing
    IT Advisory Committee held its second meeting. Finalized desktop/laptop configurations and discussed necessary IT purchasing guidelines and policies. Drafted and reviewed the initial Dell communication and negotiation timeline with core team members. Conducted the Scientific Supply RFP pre-bid meeting. Continued Wave II sourcing commodity areas business case development and opportunities identification. Scheduled Wave II sourcing business case presentations.

    Procurement
    The project team met and finalized the list of end-user team members. Completed draft vendor/supplier functional requirement definition. Conducted stakeholder meeting with SciQuest. Reviewed draft SciQuest SOW for additional test environment. Scheduled SciQuest project planning workshop for January 23 & 24, and SciQuest onsite kick-off for the week of February 6.

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